3 Log-in to Online Hiring CenterTraining environment:Production environment:Note: Use the URLs to make sure you are where you intend to be

4 Log-in to OHC Enter Username and PasswordSelect Online Hiring Center – DepartmentsClick LoginIf you forget your password or username there are “Quick Help” links to the right of the page

5 Create a RequisitionFrom the “My Requisitions” page click on “Open New Requisition”Click ‘Create New’ to the right of the appropriate Class TitleReview class code to ensure it is a SOA classified position

6 Create a Requisition Fill out formDesired Start Date is for when to post a job if the job posting does NOT have to be ASAPRequisition number gets assigned automaticallyWorking Title insert ‘Job Class Title’ followed by ‘PCN’Department, select your department (this will limit what Hiring Managers are available to select)Division, select your division (this will limit what Hiring Managers are available to select)Hiring Manger select all Hiring Managers / Hiring Assistants (including yourself) who will be processing the candidates

7 Create a Requisition Fill out form (cont.)Job Term lets HR know what type of job opening, Full Time, Part Time, Internship.List type is not usedPosition Type select existing or newPosition Control is required and you need to click on ‘Add Another Vacancy’ to get the form field options to be revealed to enter PCN(s) you intend to fill. You must enter all fields for the PCN information.Scope of Recruitment is where you say who the job is open to

8 Create a Requisition Fill out form (cont.)Required Documents, clicking this acknowledges that you will attach all required documents before submitting the requisitionNo Approvals ensure that all your internal approvals have been met before clicking ‘No Approvals’Save Only creates a draft of the requisition, you must select this so you can attach additional/required documents

10 Create a Requisition Attach Documents (cont.)Fill out the form to add the required documents (Description of Position, Pre-Interview Criteria, Pre-Post Checklist)File Description is where you include an appropriate label for the file being uploaded. Required files: Description of Position, Pre-Interview Criteria, and Pre-Post ChecklistFile is where you click ‘Browse…’ to search your computer for the document to upload and attach.Attach Another File adds another couple rows of form fields to fill out to attach additional files.Click Upload to attach files to the requisition

11 Create a Requisition Send to HRClick Edit on the ‘View/Edit Requisition’ page

12 Create a Requisition Send to HRReview the information entered in the formMake any necessary changesClick Save and ReleaseAn electronic notification is sent to your agency HR and they can open the requisition and create a job postingIf you need to make a change to the requisition or attachments after submitting you will need to notify your HR staff

13 View / Process Referred ListHover over your name in the right hand cornerIn the dropdown list select My List

15 View / Process Referred ListClick on the candidate’s name to view applicationCheck Residency, Minimum Qualification’s, etc.Apply Pre-Interview Criteria to determine who to interviewNote: Bargaining Unit, Veteran Preference and Underrepresented are noted in the last three columns

16 Schedule an Interview IntroUsing the OHC to schedule an Interview is OPTIONALThis feature does not include auto scheduling therefore you will need to contact the candidates manually to schedule the interviewsCandidates can be moved straight from the ‘Referred List’ to ‘Hired’ and ‘Rejected’If you choose to use the ‘Interview Scheduled’ section there are two options, but the basic process is the sameOptional

17 Schedule an Interview Intro cont. Option 1 Option 2Call candidates to schedule interviewsMove candidates into ‘Interview Scheduled’ after confirming timeSend optional notification informing candidates of when their interview has been scheduledMove all candidates you want to schedule an interview for at onceCall candidates to schedule an interviewUpdate the candidates already in the ‘Interview Scheduled’ section with confirmed detailsSend optional notification informing candidates of when their interview has been scheduledNote: Both options are equally valid. Option 1 you have to keep track of who you want to interview manually and move them into scheduled once scheduled. In Option 2 you use it to keep track of who you want to schedule, then update the information once scheduled.

18 Schedule an InterviewCheck the box next to the name(s) of the candidate(s) you want to interviewIn the dropdown select ‘Schedule Interview’Click GoNOTE: If you go with Option 1 you will want to go through each candidate individually as you schedule them for interviews. For Option 2 you will want to select all candidates to be interviewed.

19 Schedule an InterviewComplete the required fields in the ‘Schedule Interview’ formDate is the date for the interviewTime is the time that candidate is scheduled for an interviewClick SaveNote: All other information provided is for notification remindersNOTE: Option 1 will pick the time scheduled for the individual candidate. Option 2 will select a generic time for all candidates, to be updated once interviews have been scheduled.

20 Schedule an InterviewCandidates now appear in the ‘Interview Scheduled’ area with the time set for their interview listed in the far rightNote: You can update the interview time after moving candidates into the ‘Interview Scheduled’ area by click on the date and time to the far right in the ‘Interview’ column

21 Schedule an InterviewMake sure that all candidates under ‘Interview Scheduled’ have the correct date and time listed next to their namesSend notifications to all the candidate(s) listedNote: How to send notifications is covered later in this slideshow

22 Reject a CandidateCheck the box next to the name(s) of the candidate(s) you want to rejectIn the dropdown select ‘Reject’Click Go

23 Reject a Candidate Fill out the following formComplete the Reason field from the dropdownFill in the Comments with the specifics of the reasonClick Save

24 Reject a CandidateThe candidate now appears under the rejected sectionNote: You can review and edit the rejection reason by selecting Edit to the far right under the ‘Rejection’ column

25 Make a Hire Approval RequestCheck the box next to the name of the candidate you want to request hire approval forIn the dropdown select ‘Hire’Click Go

26 Make a Hire Approval RequestOnly fill out the following fieldsComments is where you can include dispo comments and provide any additional information about the hire request that you would like HR to considerLevel Hired at is for flexibly staffed positions, to indicate what level the hire should be made atNo Approvals, ensure all internal approvals have been met and click on no approvalsNote: All other information is either not required or automatically populated and does not need to be changed.

27 Make a Hire Approval RequestClick SaveSave allows for you to add attachments and check that you have done all your other dispositions before sending the request to HR

28 Make a Hire Approval RequestAttach DocumentsCandidate now appears under ‘Hired’Click on Details to the far right under the ‘Hire’ column

30 Make a Hire Approval RequestAttach Documents (cont.)Fill out the form to add the required documents (Request for Hire Approval Checklist and Pre-Employment Certification)File Description is where you include an appropriate label for the file being uploaded. Required files: Request for Hire Approval Checklist and Pre-Employment CertificationFile is where you click ‘Browse…’ to search your computer for the document to upload and attach.Attach Another File adds another couple rows of form fields to fill out to attach additional files.Click Upload to attach files to the requisition

32 Make a Hire Approval RequestSend to HRReview the information entered in the formMake any necessary changesClick Save and ReleaseAn electronic notification is sent to your agency HR and they can review your hire request

33 Send NoticesMost notices should ONLY be sent after HR has approved your hire request to inform other candidates of their rejectionsFor notices after a hire has been approved make sure that you have properly dispo’d all candidates and have at least one candidate hired and the rest rejectedIf you have chosen to use the ‘Interview Scheduled’ section you will want to send notification only so that candidates can confirm receipt of theIf you following the process and are unable to send notifications please contact your Agency HR

34 Send Notices -Check the box next to the name(s) of the candidate(s) you want to send an NotificationSelect Notify from the dropdownClick GoNote: If you do not see the ‘ Notify’ contact your Agency HR

35 Send Notices -Select the Template for the you want to send for each candidateClick Generate Notices to preview the (s) before sending

36 Send Notices - Email Review the message being sentIf there are no errors or other problems click SendNote: If there are any problems inform your agency HRNote: At the bottom of every notification is a note for online applicants to verify receipt of the message

37 Send Notices - PrintCheck the box next to the name(s) of the candidate(s) you want to send a Print NotificationSelect Mail Merge from the dropdownClick Go

38 Send Notices - PrintSelect the Template for the letter you want to print and send for each candidateClick Generate Notices to download the letter(s) and label(s)

39 Send Notices - Print Select the type of labels you want to printClick the Microsoft Word Symbol to download the Mail Merge and Mailing Labels

40 Send NoticesTo view all notices that have been sent to an applicant click ‘View’ under the ‘Notices’ column

41 Send Notices From the right hand column ‘Action’You can view all notices sent to an individual candidateYou can download the print notificationsYou can resend notificationsNote: If a notification has already been sent to that candidate do not delete the record